VUIS Consulting Pty Ltd. - Yes Chemist Project Status Report (2019)

This report, prepared by VUIS Consulting, provides a comprehensive status update on the SAP implementation project for Yes Chemist Pty Ltd. The report details the project's background, including Yes Chemist's business expansion and the need for a new SAP S/4HANA system to replace existing accounting, inventory, and HR systems. It outlines completed tasks across various project phases, including initiation, planning, and installation, with detailed timelines and percentage completion. The report includes a budget report comparing planned and actual costs for each task, highlighting variances and potential overspending. It also identifies pending tasks and milestones, along with a risk and issues section that details potential challenges such as schedule slippage, budget shortfalls, and improper management, along with proposed mitigation strategies. Furthermore, the report presents an issues report addressing scope creep, budget shortfalls, and technical issues, along with strategies to minimize delays. The report concludes with a bibliography of relevant sources.

VUIS CONSULTING PTY LTD
STATUS REPORT
PROJECT: [ Yes Chemist Pty Ltd.]
Date: [07-06-2019]
Produced by: [INSERT AUTHOR NAME AND JOB TITLE HERE]
Reporting period: [INSERT DATE RANGE HERE]
Project summary
The paper mainly reflects on “Yes Chemist” which is a pharmacy that generally
started its business in the year 1990s and mainly undertakes the work of expanding stores in
all the cities of Australia including Adelaide, Melbourne, Sydney as well as Brisbane. The
stores of yes chemist was mainly designed in order to give proper health and beauty
requirements to the customers in addition to various types of pharmaceutical services. The
organization generally ensures that the customer of the organization is generally enjoying
the services while successfully maintaining their experience in shopping. The organization
generally takes very much pride in context to customer service excellence that is generally
invested within the technology that mainly transforms as well as optimize the entire
operations of the business for suiting the needs of the customers. This was generally
achieved by various diligent innovation that remains competitive as well as very much
responsive for meeting the expectations of the customers quite effectively. It is found that in
the year 2017, proper operational review was mainly conducted in order to understand as
well as assess the operational weaknesses in order to decide the various types of technical
solutions for improving the business conditions. As per the recommendations that are
gathered from the review, it is found that it is quite necessary to replace the existing
accounting, inventory management as well as HR system and therefore the management of
the organization wants to develop SAP S/4HANA for the entire business. In addition to this, it
is recommended that finance, procurement, HR as well as analytics-based modules can be
implemented as one of the parts of the project.
Completed tasks
The table below reflects on the tasks that are completed while undertaking the
project of SAP implementation.
WBS Task Name Duration Start Finish % Complete
0 Implementation of SAP 265 days Tue 25-
07-17
Mon 30-
07-18 12%
1 Project initiation phase 9.03 days Tue 25-
07-17
Mon 07-
08-17 100%
1.1 Arrangement of meeting 2 days Tue 25-
07-17
Wed 26-
07-17 100%
1.2 Conducting survey 1 day Wed 26-
07-17
Thu 27-
07-17 100%

1.3 Operational issues
identification 2.3 days Thu 27-
07-17
Mon 31-
07-17 100%
1.4 Feasibility analysis 1.45 days Mon 31-
07-17
Wed 02-
08-17 100%
1.5 Best solution determination 2 days Wed 02-
08-17
Fri 04-08-
17 100%
1.6 SAP assistance
consultancies 1 day Fri 04-
08-17
Mon 07-
08-17 100%
2 Project planning phase 13 days Thu 03-
08-17
Tue 22-
08-17 100%
2.1 Project planning 2 days Thu 03-
08-17
Mon 07-
08-17 100%
2.2 Team recruitment 4 days Fri 04-
08-17
Thu 10-
08-17 100%
2.3 Best possible margin cost 2 days Mon 07-
08-17
Wed 09-
08-17 100%
2.4 Analyzing the project
feasibility 2 days Wed 09-
08-17
Fri 11-08-
17 100%
2.5 Project proposal document 1 day Tue 08-
08-17
Wed 09-
08-17 100%
2.6 Document approval 2 days Fri 11-
08-17
Tue 15-
08-17 100%
2.7 Project charter 2 days Wed 09-
08-17
Fri 11-08-
17 100%
2.8 Scope limitations 1 day Tue 15-
08-17
Wed 16-
08-17 100%
2.9 Project schedule 2 days Wed 16-
08-17
Fri 18-08-
17 100%
2.10 Project plan 2 days Fri 18-
08-17
Tue 22-
08-17 100%
3 Project installation phase 4 days Fri 18-
08-17
Thu 24-
08-17 100%
3.1 Installation of possible
hardware 1 day Fri 18-
08-17
Mon 21-
08-17 100%
3.2 Configuration and installation
of SAP elements 2 days Tue 22-
08-17
Thu 24-
08-17 100%
3.3 Milestone 1: Completion of
system implementation phase 0 days Mon 21-
08-17
Mon 21-
08-17 100%

Budget Report
The budget which is required for the project is reflected within the below table that is
given below:
WBS Task Name Duration Planned cost Actual Cost
0 Implementation of SAP 265 days $ 460,174.00 $ 111,204.80
1 Project initiation phase 9.03 days $ 11,374.00 $ 12,934.00
1.1 Arrangement of meeting 2 days $ 1,560.00 $ 3,120.00
1.2 Conducting survey 1 day $ 1,040.00 $ 1,040.00
1.3 Operational issues
identification 2.3 days $ 2,392.00 $ 2,392.00
1.4 Feasibility analysis 1.45 days $ 2,262.00 $ 2,262.00
1.5 Best solution
determination 2 days $ 3,440.00 $ 3,440.00
1.6 SAP assistance
consultancies 1 day $ 680.00 $ 680.00
2 Project planning phase 13 days $ 20,520.00 $ 22,760.00
2.1 Project planning 2 days $ 2,080.00 $ 2,080.00
2.2 Team recruitment 4 days $ 4,680.00 $ 6,240.00
2.3 Best possible margin cost 2 days $ 680.00 $ 1,360.00
2.4 Analyzing the project
feasibility 2 days $ 1,360.00 $ 1,360.00
2.5 Project proposal
document 1 day $ 1,040.00 $ 1,040.00
2.6 Document approval 2 days $ 800.00 $ 800.00
2.7 Project charter 2 days $ 2,080.00 $ 2,080.00
2.8 Scope limitations 1 day $ 1,560.00 $ 1,560.00
2.9 Project schedule 2 days $ 3,120.00 $ 3,120.00
2.10 Project plan 2 days $ 3,120.00 $ 3,120.00
3 Project installation phase 4 days $ 8,000.00 $ 8,000.00
3.1 Installation of possible
hardware 1 day $ 5,000.00 $ 5,000.00
3.2 Configuration and
installation of SAP elements 2 days $ 3,000.00 $ 3,000.00
3.3
Milestone 1: Completion
of system implementation
phase
0 days $ 0.00 $ 0.00
4 Project implementation
phase 163.25 days $ 349,240.00 $ 67,510.80
4.1 SAP S/4HANA
implementation 3 days $ 152,280.00 $ 67,510.80
4.2 Hosting of SDLC
environment 120 days $ 154,800.00 $ 0.00
4.2.1 Development of project 3 mons $ 69,600.00 $ 0.00
4.2.2 Refurbishment of server
room 3 mons $ 79,200.00 $ 0.00
4.3 Modifications of server
room 15 days $ 15,000.00 $ 0.00

4.4 New server connection 10 hrs $ 600.00 $ 0.00
4.5 Functional requirement
phase 10 days $ 14,400.00 $ 0.00
4.6 Key super user
determination 10 days $ 8,800.00 $ 0.00
4.7 Acceptance testing 4 days $ 3,360.00 $ 0.00
4.8 Milestone 2: Completion
of implementation phase 0 days $ 0.00 $ 0.00
5 Data conversion phase 65 days $ 40,160.00 $ 0.00
5.1 Legacy data structure
understanding 12 days $ 9,120.00 $ 0.00
5.2 Automated data
extraction setting 10 days $ 4,000.00 $ 0.00
5.3 Cleaning effort and data
validation 8 days $ 6,720.00 $ 0.00
5.4 Script automation 9 days $ 6,840.00 $ 0.00
5.5 Real time instance testing 7 days $ 5,320.00 $ 0.00
5.6 Rectification of defect 6 days $ 4,080.00 $ 0.00
5.7 Migration of post data 6 days $ 4,080.00 $ 0.00
6 Testing and integration 12 days $ 10,960.00 $ 0.00
6.1 Engate integration 5 days $ 6,200.00 $ 0.00
6.2 End to end testing 4 days $ 2,720.00 $ 0.00
6.3 E-gate instance 3 days $ 2,040.00 $ 0.00
7 Documentation and sign
off 18 days $ 19,920.00 $ 0.00
7.1 Providing proper user
training 4 days $ 5,520.00 $ 0.00
7.2 Acceptance testing 3 days $ 2,720.00 $ 0.00
7.3 Completion of hardware
and software installation 2 days $ 2,520.00 $ 0.00
7.4 Completion of data
conversion 5 days $ 3,800.00 $ 0.00
7.5 Completion of
requirement 3 days $ 4,680.00 $ 0.00
7.6 Completion of user
acceptance testing 1 day $ 680.00 $ 0.00
7.7 Milestone 3: Completion
of training and sign off 0 days $ 0.00 $ 0.00
Pending tasks
The table which is given below helps in focussing on the tasks as well as milestones
that are generally required to be completed within the deadline as the tasks are pending.
The tasks that are required to be done are generally highlighted in yellow.

Figure 1: Reflecting on pending tasks
(Source: Created by Author)
Risk and Issues
The table which is provided below mainly focuses on the risks and issues that are
seen during the project status report and generally determines the steps that are generally
helpful in mitigating the risks and challenges.
Risk and Description Impact Probability Mitigation

issues
Schedule
slippage
During the last
status report, it
is found that the
entire project is
not on track and
as a result
problem linked
with the
slippage of
schedule
generally
arises.
High High The issues that
are linked with
the slippage of
schedule
generally gets
managed by
proper tracking
of the project.
The managers
should take
proper
responsibility of
properly
tracking the
project
schedule quite
effectively.
Budget shortfall As the project
managers did
not manage the
time of the
project properly
such that they
faces a number
of challenges
for successfully
managing the
budget and
therefore the
budget of the
project
generally
increases from
the entire
budget that is
estimated.
High High In order to
manage the
budget and for
finishing the
project within
budget, it is
quite necessary
to keep track on
the budget
expenditure
quite effectively.
Improper
management
If the team
members are
not much
experienced
then they
generally face a
lot of issues for
managing the
budget of the
project quite
effectively.
Medium Medium For managing
the entire
project
effectively and
for
accomplishing
and it is quite
important to
hire
experienced
team members
within the
project.

Schedule slippage Budget shortfall Improper management
0
1
2
3
4
5
6
Risk graph
High Medium Low
Figure 1: Risk graph
(Source: Created by Author)
Issues Report
ISSUES MITIGATION
Scope creep It is found that the problem of scope creep
can be handled by managing the changes
within the project effectively. The project
team must use approval after undertaking
any type of changes within the project so
that the problem of scope creep can be
avoided.
budget shortfall Budget shortfall is one of the major
problems that generally arises due to
slippage of schedule and as a result the
budget that is required for accomplishing
the project activities generally get reduced
that further raises a number of issues as
well as challenges.
Technical issues It is found that the technical issues in the
project mainly occur if testing is done within
the project effectively. The technical issues
that occur due to inappropriate testing can
generally be resolved after undertaking the
testing of the project quite effectively. After
development phase, the project must be
tested for ensuring that the entire project
will get accomplished without any type of

technical challenges.
Strategy to minimise delay
The strategies which are mainly required to be undertaken for reducing delay within
the project that are mainly illustrated below:
Keeping track: Proper track on the schedule of the project must be kept such that
the project schedule will get accomplished in the time that is mainly estimated in the initiation
project phase. Monthly tracking is needed for ensuring that the entire project should be
effectively tracked and will get accomplished on time.
Proper estimation of time: The time that is required each phase of the project
needs to be properly estimated during the initiation phase and it is the work of the project
managers to execute those activities within the time that is assumed in the project initiation
phase for avoiding delay in the project.
Checking schedule variance: Checking the schedule variance of the project is
generally necessary for analyzing the variance or delay in the project in the initial phase so
that the project delay in the schedule should be handled quite effectively.

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